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Invoice Breakdown

Invoice Breakdown Template for Philippines

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Key Requirements PROMPT example:

Invoice Breakdown

"I need an Invoice Breakdown for a software development project with quarterly milestone payments starting January 2025, including detailed breakdowns for development hours, license fees, and maintenance costs, with proper VAT handling for a Philippine technology company."

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Document background
The Invoice Breakdown is a crucial financial document used in Philippine business transactions to provide a comprehensive and transparent breakdown of charges, taxes, and other financial components. This document type is essential for compliance with Philippine tax regulations, particularly the National Internal Revenue Code and BIR requirements. An Invoice Breakdown should be used whenever detailed itemization of products, services, or charges is required, especially for complex transactions involving multiple items, varying tax rates, or special discounts. It helps businesses maintain accurate financial records, supports tax reporting requirements, and provides clarity to clients about the composition of charges. The document must include all mandatory elements required by Philippine law, such as TIN numbers, VAT registration details, and proper authorization signatures.
Suggested Sections

1. Invoice Header Information: Contains essential business details including company name, address, TIN, VAT registration status, invoice number, and date

2. Client Information: Complete details of the client including name, billing address, TIN, and contact information

3. Service/Product Details: Itemized list of products or services with clear descriptions, quantities, and unit prices

4. Calculation Breakdown: Detailed breakdown of subtotals, discounts, taxes (VAT/withholding tax), and other applicable charges

5. Total Amount: Final payable amount in both figures and words as required by Philippine regulations

6. Payment Information: Payment terms, due date, and accepted payment methods

7. Authorization: Signature block and details of the authorized representative issuing the invoice

Optional Sections

1. Purchase Order Reference: Include when the invoice relates to a specific purchase order or contract

2. Delivery Information: Add when physical goods are involved, including shipping details and delivery terms

3. Foreign Currency Conversion: Include when dealing with international transactions, showing conversion rates and date

4. Special Discounts Section: Add when there are multiple types of discounts or promotional offers applied

5. Project Milestone Reference: Include for project-based billing to reference specific completed milestones

6. Tax Exemption Details: Add when the client has special tax exemptions or preferential rates

Suggested Schedules

1. Detailed Time Sheet: For time-based services, providing breakdown of hours, rates, and personnel

2. Material Cost Breakdown: Detailed list of materials used with individual costs and quantities

3. Tax Computation Sheet: Detailed calculation of various tax components when multiple tax types are involved

4. Discount Calculation Sheet: Detailed breakdown of various discounts applied when multiple discount types exist

5. Supporting Documentation List: Index of attached supporting documents such as delivery receipts or service completion certificates

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant legal definitions
Value Added Tax (VAT)
Tax Identification Number (TIN)
Purchase Order
Due Date
Invoice Date
Payment Terms
Line Item
Unit Price
Withholding Tax
Net Amount
Gross Amount
Discount
Credit Terms
Official Receipt
Sales Invoice
Billing Period
Currency
Exchange Rate
Service Charge
Late Payment Interest
Authorized Representative
Business Style
Principal Place of Business
Branch Code
VAT Registration Number
BIR Accreditation Number
Unit of Measurement
Payment Method
Bank Details
Special Rate
Relevant Industries

Retail

Manufacturing

Professional Services

Construction

Information Technology

Healthcare

Education

Consulting

Real Estate

Transportation and Logistics

Hospitality

Energy and Utilities

Agriculture

Financial Services

Telecommunications

Relevant Teams

Finance

Accounting

Billing

Sales Administration

Tax

Revenue

Accounts Receivable

Commercial Operations

Credit Control

Compliance

Relevant Roles

Accountant

Finance Manager

Billing Coordinator

Tax Specialist

Financial Controller

Accounts Receivable Specialist

Business Owner

Finance Director

Accounting Manager

Billing Administrator

Credit Controller

Financial Analyst

Sales Manager

Operations Manager

Compliance Officer

Industries
National Internal Revenue Code (NIRC) of 1997: Sets requirements for invoicing, including mandatory information such as TIN (Tax Identification Number), VAT registration details, and proper itemization of goods/services
Revenue Regulations No. 16-2005: Provides specific guidelines on the proper issuance of sales invoices and official receipts, including required content and format
Republic Act No. 9298: The Philippine Accountancy Act, which provides standards for accounting records and financial documentation including invoices
Consumer Act of the Philippines (Republic Act No. 7394): Mandates transparency in pricing and billing practices, affecting how items should be broken down and described in invoices
E-Commerce Act (Republic Act No. 8792): Governs electronic transactions and documents, including electronic invoices, giving them legal recognition equivalent to paper documents
Bureau of Internal Revenue (BIR) Registration Requirements: Specifies the registration and documentation requirements for businesses, including the authority to issue invoices
Value Added Tax Law: Determines VAT registration requirements and proper VAT documentation in invoices, including the current 12% VAT rate disclosure when applicable
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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